Executive Assistant

Executive Administrative Assistant

Provides executive administrative support to the Chief Accounting Officer, including calendar management, meeting coordination, travel arrangements, correspondence, and document preparation. Supports the Accounting department by organizing information, tracking follow-up items, and completing administrative tasks under the direction of the Chief Accounting Officer and in accordance with established procedures. Handles confidential information with care and professionalism.

Responsibilities

• Serves as a member of the executive support team, collaborating with senior leadership and executive administrative partners.
• Maintains the Chief Accounting Officer's calendar, schedules appointments, and coordinates scheduling changes based on the executive's priorities and direction.
• Organizes meetings with internal leadership, board members, and external stakeholders; prepares agendas, meeting materials, presentations, and follow-up action lists as directed.
• Serves as an administrative point of contact for the Chief Accounting Officer, relaying information, responding to routine inquiries, and referring matters requiring decisions or approval to the appropriate leader.
• Organizes executive communications, flags items for review, drafts routine correspondence for approval, and prepares weekly planning documents.
• Provides administrative and logistical support for special projects, department initiatives, and events as assigned.
• Coordinates logistics for conferences, leadership meetings, planning sessions, and other executive engagements in collaboration with internal teams.
• Manages domestic and international travel arrangements, itineraries, reimbursements, and logistical coordination with other executives and stakeholders.
• Manages confidential information with discretion and professionalism.
• Collects and organizes data, maintains spreadsheets, and prepares routine reports and supporting materials for the Chief Accounting Officer and Accounting department.
• Supports onboarding of hires within the department as needed.
• Prepares and routes executive correspondence, including surveys, media inquiries, and formal information requests, for review and approval by the appropriate leader.
• Maintains electronic and physical filing systems for corporate documents, records, and executive materials in accordance with established procedures.
• Collaborates with other Executive and Administrative Assistants to support meetings and initiatives.
• Prioritizes the executive's calendar by ranking meetings against current priorities, protecting time for high-impact work, and resolving conflicts before they reach the executive.
• Verifies every travel detail, including connections, documentation, ground transportation, and schedule alignment, to prevent disruptions.
• Works as part of a team, sharing information, covering for colleagues, and supporting shared priorities across the executive support group.
• Takes initiative by anticipating the executive's needs and acting without waiting for direction. Identifies potential problems early and resolves them before they affect the executive, the team, or an event.
• Communicates clearly, promptly, and professionally with executives, colleagues, and external parties, tailoring tone and detail to the audience.
• Ensures adherence to internal standards, policies, and procedures.
• Performs other duties as assigned.

Qualifications

Required Education and Experience

• Bachelor's degree preferred; equivalent experience considered.
• 6+ years of experience providing executive-level administrative support to senior leadership, preferably C-Suite or SVP-level executives.

Preferred Education and Experience

• Experience supporting accounting or finance executives, preferably within infrastructure, construction, utilities, or related industries.
• Experience interacting with boards, executive committees, and external stakeholders.

Travel Requirements

• Travels: Yes (including travel to Puerto Rico as needed)
• Percent of time: Up to 30%
• Overnight required: Yes

Physical Demands

• Stationary Position Seldom
• Pushing/Pulling/Reaching Seldom
• Climb Seldom
• Kneel Seldom
• Grasp Seldom
• Bend Seldom
• Lift/Carry Up to 30 lbs
• Vision 20/20 Corrected Vision
• Hearing Ability to receive detailed information if spoken to

Working Conditions

• Wet or Humid Seldom
• Working near moving mechanical parts Seldom
• Working near heavy machinery Seldom
• Working in high places Seldom
• Exposed to fumes or airborne particles Seldom
• Exposed to toxic or caustic chemicals N/A
• Working in outdoor weather conditions Seldom
• Work with electricity Seldom
• Work with explosives N/A
• Work near a source of radiation N/A
• Loud noise conditions (above 87dB) Seldom
• Other Environmental Factors N

Benefits

• Competitive compensation and benefits package
• Flexible work options
• Educational assistance
• Wellness and Mental Health programs
• Paid Parental Leave
• Employee Referral Program
• Volunteer Time Off
• Learning and Development Programs
• Office Amenities and Perks

Equal Opportunity Employer

All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, national origin or ancestry, sex (including gender, pregnancy, sexual orientation, and/or gender identity), age, disability, genetic information, veteran status, and/or any other basis protected by applicable federal, state or local law. We are an Equal Opportunity Employer, including disability and protected veteran status. We prohibit all types of discrimination and are committed to providing access and equal opportunity for individuals with disabilities. For additional information or if reasonable accommodation is needed to participate in the job application, interview, or hiring processes or to perform the essential functions of a position, please contact us the Company's Human Resources department.